Position Table Overview
The Position table defines records that can be attached to employee pay rates to enable your district to track the occupancy of positions and distribute salaries in the Fund Accounting System.
Use the Position Control option to access the Position table for adding, changing, and deleting position records. These records contain the following data:
The authorized, current, and default occupancy of a position, as expressed in full-time equivalency units (FTE's).
A location code identifying the position's building or site.
Text notes regarding the position.
Budgeted, actual, and projected salary information (full control only).
Account numbers for distributing salaries in the Fund Accounting System.
Qualifications, certifications, requirements and degree information for Highly Qualified Teacher tracking.
Menu Path: Human Resources > Reports > Position Control
Understanding Position Records
Records in the Position table define the maximum occupancy of positions, allowing you to monitor and maintain staff levels as employees are hired and change positions. They also determine the distribution of salaries in Fund Accounting and assist in budgeting personnel costs.
The following sections cover the concepts and requirements associated with position records:
Setting Your Human Resources Profile
The Position Control setting in your Human Resources Profile offers three options, two of which enable you to control positions:
Y - Use Position Control (full control) | Prevents a position from being overfilled when you assign pay rates to employees in Human Resources. This option also tracks the salary expenditures budgeted for positions. |
T - Tracking Mode | Allows positions to be overfilled. The system issues a warning when you exceed a position's occupancy limit, but it allows you to overfill the position. This option does not support budget tracking. |
N - Do Not Use Position Control | Indicates that Position Control is not installed or you are not using it. You cannot use positions with this option. |
Identifying Position Records
Two codes combine to identify an individual position record:
Job Class Codes | Codes defined in Human Resources' Job Class table. Job classes enable you to group employees who are in related positions that share the same salary schedule, calendar, pay code, pay method, pay group, deduction codes, and leave codes. You assign job classes to pay rates in Human Resources' Pay Rate Information page. |
Position Codes | Codes defined in Position Control's Position table. these codes enable you to categorize employees within a job class, for example, by location or level. You can assign positions to pay rates that have job classes that are under Position Control. |
Using FullTime Equivalency Values (FTE's)
Position records use fulltime equivalency (FTE) values to control positions. An FTE value represents the percentage of time an employee works relative to full time. A single FTE unit, then, is 100 percent, which is entered as 1.0. With this as the standard, the FTE value for a parttime position where an employee works 20 hours of a 40hour week would be 0.5.
Three types of FTE's are used in Position Control:
Authorized | Maximum FTE units allowed for a position. Depending on whether you use full control or tracking mode, the system either prevents you from overfilling a position or simply issues a warning when you exceed this limit. |
Occupied | Number of positions currently filled, in FTE units. A position is occupied or filled when the Occupied checkbox in an employee's pay rate is selected. |
Vacant | Number of positions that are not filled, based on how many positions are authorized and how many are filled. The system uses the following formula to determine this value: Authorized FTE's - Occupied FTE's = Vacant FTE's |
Applying Position Control
Position records lend another dimension to your Human Resources records by addressing staffing and related budgeting. For example, if administrative assistants are on the same salary schedule but are classified into three grades (pay categories), you could set up a single job class, and then create three positions, one for each grade.
Job Class | Position | Authorized | Occupied | Budget |
|---|---|---|---|---|
Administrative Assistant | Level-1 | 6.0 | 5.0 | 180,000 |
Administrative Assistant | Level-2 | 3.0 | 2.0 | 105,000 |
Administrative Assistant | Level-3 | 2.0 | 2.0 | 80,000 |
With full position control, you cannot exceed a position's authorized FTE's, while with tracking mode, the limit can be exceeded. In this latter case, the system issues a warning when adding a position to a pay rate overfills the position's maximum FTE's.
Another approach to setting up position records is to use them to control staffing by location. For example, administrative personnel might work at two locations but perform the same general duties and be paid at the same levels within their respective positions. In this case, you could set up several job classes and base the positions within the classes on the work location:
Job Class | Job Title | Position | FTE's | Position | FTE's |
|---|---|---|---|---|---|
1010 | Manager | Admin-1 | 1.0 | Admin-2 | 1.0 |
1020 | Supervisor | Admin-1 | 3.0 | Admin-2 | 2.0 |
2010 | Secretary | Admin-1 | 6.0 | Admin-2 | 4.0 |
2110 | Clerk-Typist | Admin-1 | 3.0 | Admin-2 | 2.0 |
In assigning job classes to employees, you can default salaries, deductions, and leave information to their primary pay rates and salaries to their secondary rates. Any differences between employees within a class can be entered when setting up their rates in Human Resources' Pay Rate Information page. Meanwhile, the positions within the classes enable you to control staffing and budgeting separately for the locations referenced.
Important
Map out your structure for job classes and positions before setting up the Job Class table in Human Resources and the Position table in Position Control.